Requirements Elicitation – What Questions to Ask

Summary

In this video, Laura Brandenburg from Bridging the Gap emphasizes the importance of preparation for business analysts during requirements meetings. She explains how creating a detailed requirements questionnaire helps focus on gathering critical information, engaging stakeholders, and effectively managing time. By asking key questions—such as 'what,' 'how,' 'who,' and 'why'—analysts can ensure that meetings are productive and stakeholders feel heard. The video also highlights how tools like checklists and templates can streamline the process, enabling analysts to use their time wisely and build stronger relationships with stakeholders.

Takeaways

• 😀 Preparation is key: Invest time in preparing for meetings, ideally 2-3 times the duration of the meeting itself, to maximize stakeholder engagement and meeting effectiveness.
• 😀 Focus on asking the right questions: Use a requirements questionnaire to guide the meeting, covering aspects like how, where, when, who, and why questions.
• 😀 Don't focus on having all the answers upfront: The goal is to get answers and engagement from stakeholders, not to have everything figured out before the meeting.
• 😀 Engage stakeholders through thoughtful questioning: Rather than confronting with 'why' questions, approach them in a conversational manner to gather deeper insights.
• 😀 Use frameworks like the '5 Whys' sparingly: While they are useful for root cause analysis, excessive 'why' questioning can be seen as confrontational, so use it with care.
• 😀 Be prepared to adjust your questions: If answers to early questions already provide clarity on others, adjust the flow of the meeting to maintain engagement and relevance.
• 😀 Utilize templates and tools to speed up preparation: Tools like a requirements discovery checklist can help save time and improve the quality of your meeting preparation.
• 😀 Don't ask one question after another without interaction: After a few answers, pause to evaluate which questions have been answered and which still need to be addressed.
• 😀 Stakeholders appreciate being heard: By showing that you're actively listening and engaging, you'll build trust and foster better relationships with stakeholders.
• 😀 Proper preparation leads to more focused meetings: When you're well-prepared, you can focus more on listening and less on thinking about your next question, ensuring productive discussions.

Q & A

What is the main goal of preparing for a requirements meeting as a business analyst?

The main goal is to make great use of stakeholders' time, engage them effectively, and gather the answers to questions that help clarify the project's needs. Preparation allows the business analyst to facilitate efficient meetings and build trust with stakeholders.

How much time should a business analyst invest in preparing for a requirements meeting?

A business analyst should invest at least the same amount of time as the meeting itself, or even two to three times more, in preparation. This includes creating a deliverable, reviewing relevant documentation, and preparing questions.

Why is it important not to have all the answers before a requirements meeting?

It’s important because the goal of the meeting is to gather answers and insights from stakeholders. Having all the answers beforehand would reduce the opportunity for engagement and limit the depth of discussion needed to clarify project requirements.

What is a requirements questionnaire and how does it help in meetings?

A requirements questionnaire is a list of pre-prepared questions that help the business analyst gather specific information about the project. It ensures that the analyst is asking the right questions and allows the meeting to run more smoothly and efficiently.

What are the types of questions a business analyst should consider when preparing for a meeting?

The business analyst should consider questions such as: 'How might this work?', 'Where does this happen?', 'Who is involved?', 'When does this occur?', and 'Why is this important?'. These questions help clarify the details of the project and ensure that all critical aspects are covered.

Why should business analysts avoid overusing 'Why' questions?

'Why' questions can be confrontational and may make stakeholders uncomfortable. Instead, business analysts should ask 'why' in a conversational, reflective manner to gently explore the root causes and ensure that they are truly addressing the problem without creating tension.

What does the 'Five Why's' technique entail and how should it be used?

The 'Five Why's' technique involves asking 'why' repeatedly to drill down to the root cause of a problem. While it's a valuable tool for uncovering deep insights, it should be used with care in a conversational manner to avoid making the discussion feel confrontational.

How can a business analyst speed up the preparation process for a meeting?

By using tools, templates, and checklists like the Requirements Discovery Checklist Pack, a business analyst can speed up the process. These resources provide pre-prepared questions and frameworks that make preparation more efficient.

What is the benefit of using a checklist during the requirements discovery process?

A checklist provides a structured way to ensure all critical aspects of the project are addressed. It helps the business analyst stay focused, ensures that no questions are overlooked, and speeds up the process of preparing for meetings.

How should a business analyst handle the flow of questions during a meeting?

A business analyst should remain flexible and responsive. If an answer to one question covers others, there is no need to ask them. The analyst should listen actively, absorb the information, and adjust the flow of the conversation based on the answers received.